Office Administrator 501 views

Office Administrator

The Office Administrator will be a self-starter and a vibrant individual.  Reporting to the Director of Operations, this individual will also work closely with other staff to support the organization’s consistent achievement of its goals.  This role will suit a mission-driven, strategic individual who enjoys working in an entrepreneurial, start-up environment that is results driven, loves people and is looking to make an eternal impact for the Kingdom.   The ideal candidate will have the ability to exercise good judgment in a variety of situations, manage a broad range of administrative responsibilities, and consistently meet deadlines.  

DUTIES AND EXPECTATIONS:

The Office Administrator will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working with little supervision. The office administrator ensures smooth running of the Embrace Grace offices and contributes in driving sustainable growth. Attributes paramount to this position include: superior organizational, interpersonal, and communication skills; a positive and helpful attitude; and the ability to anticipate needs and implement solutions. Additional projects and tasks beyond the scope of this job description will be required as needed to meet the needs of the organization.  

RESPONSIBILITIES:

• Warmly welcome visitors and provide assistance as needed
• Serve as the central point of contact for the office and perform a broad range of administrative tasks including, but not limited to: composing and preparing correspondence; coordinating meetings and calls; processing expense reports; planning travel and producing itineraries; responding to emails and inquiries in the general email and voicemail boxes; and coordinating mailings.
• Manage office administration including, but not limited to: scanning, filing, handling mail, office supply purchasing, inventory supply control, and keeping office organized and presentable at all times.
• Update and utilize contact database (Salesforce), including entering new contact information, event invitation lists and RSVPs, and providing reports upon request.
• Recruit, support and develop volunteers, including tracking and recording volunteer hours, availability and preferences.
• Provide support for special projects and events and attend as needed. Includes venue and vendor research, management of budget, guest lists, invitations, and catering.
• Support Department Managers, Staff, Director and President.
• Organize conference room scheduling, equipment, and cleaning.
• Organize and purchase catering, coffee, or other refreshments as needed.
• Assist with travel arrangements for office staff and managers.
• Coordinate building and maintenance issues for general repair and updates.
• Purchase computers, printers, supplies, and other equipment upon request.
• Prepare correspondence, documentation, or presentation materials.
• Assist the Fulfillment Department in preparing, packaging and shipping order materials and retail sales as needed ensuring accuracy and efficiency on every order.
• Assist colleagues whenever necessary and be flexible and adaptable to meet the needs of the organization.

QUALIFICATIONS & EXPERIENCE:

• Ability to convey a high degree of commitment and passion for the mission of Embrace Grace.
• Excellent written and oral communication skills that are effective with a diverse range of audiences including board members, volunteers, internal staff, donors, executives, potential funding partners and all constituencies.
• Ability to maintain a high level of confidentiality
• Exceptional understanding of philanthropy as it relates to the not-for-profit organization and a wide and deep knowledge of fundamental disciplines of resource development
• The ability to work independently and as part of a team; detail oriented, well organized, focused and goal oriented, with a high level of initiative and energy, as well as problem solving skills.
• Prior experience in a database management as well as knowledge of CRM database required; Sales Force experience preferred

SKILLS & REQUIREMENTS:

• Must love God and love people
• Minimum of 1 year of related experience
• Impeccable attention to detail
• Superior organizational, communication, and interpersonal skills
• Aptitude for being proactive, resourceful, and enterprising
• Proven ability to prioritize, respond in a fast-paced environment, handle a high volume of work, and consistently meet deadlines
• Excellent writing and grammar skills

JOB HOURS:

This is a full time, 40 hours per week schedule. The office hours are M-F 8:30am-4:30pm. Occasional weekends for events as needed. Some travel may be required.

To apply, go to https://take.surveys.ci/s/TJ05FfmiD1 to fill out your Culture Index Survey and to upload your resume. If you have any questions regarding this position, email jobs@embracegrace.com.